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AEI Conference Planning
A Two-year Plan
The following chart and information will guide you through general planning information necessary to put together an AEI conference. Conference planning flows nicely if you spend two years working on it with a committee of several people who meet every two to four months, depending upon your schedule.

Suggested Starting Dates	Suggested Activities
2 years in advance	establish a planning committee choose and reserve dates and locations contact vendors and send contracts to representatives
1 1/2 years in advance	choose a theme establish breakout committees follow up with reservations
1 year in advance	publish conference dates on AEI web site promote this conference at annual conference one year previous promote "call for presenters" on AEI web site and at previous conference design event logo
9 months in advance	present planning progress at the AEI winter board meeting work on promotional materials such as postcards and emails plan gallery hopping and awards banquet events reserve transportation and AV equipment
3 - 6 months in advance	organize scheduling of events, sessions, and keynote addresses start collecting digital handouts and literature order name tag pockets and ribbons start collecting materials for registration kits arrange for volunteers (greeters, AV management, registration, supervising art and auction items)
1 - 3 months in advance	organize digital handouts and literature finalize schedule of events, sessions, and keynote addresses
1 - 2 weeks in advance	review expectations with volunteers check functioning of AV equipment print name tags burn handouts and literature CDs put together welcome bags for registrants
1 week after	send thank yous make sure all rented and borrowed items have been returned
1 - 2 months after	follow up on all bills close all loose ends give a follow up report at the AEI winter board meeting